How To Setup And Use AME For Purchase Requisition Approvals

Account Payable invoice can be routed for approval using the AME Approval Management Engine. This whitepaper describes how to setup AME for use with invoice approvals, and shows how a invoice approval list is built based on the AME setup. Approvers in the AME based approver list are assigned to the requisition based on the AME rules setup for Account Payable invoice Approval transaction. The screenshots provided are based on 11i.AME.B, and some of the navigation details are specific to 11i.AME.B. However, most of the details provided are applicable to 11i.AME.A and higher including R12.

Assign AME Roles and Responsibilities
AME responsibilities in 11i.AME.A are assigned directly to the users. However, In R12 or 11i.AME.B and higher, AME responsibilities are assigned indirectly to users through roles. The roles are assigned to the users by the SYSADMIN user using the User Management responsibility. Once the roles are assigned, the AME responsibilities are automatically available to the users without specifically assigning the AME responsibilities to the users. Here are steps to assign the roles: 1. Login as System Administrator user

2. Select the responsibility "User Management". (NOTE: User Management data is stored in the UMX schema)

3. Select "Users" menu option

4. Search for the user to whom you wish to grant AME roles

5. In the results table, click on update icon (shown in screenshot above)

In the update user page. and click the Select button. user details can be seen along with a list of roles available to user Click on "Assign Roles" (shown in screenshot above) 7.6. Choose the roles that are applicable (proper authority) for the user. . Search for Approval% and Select roles from the resulting LOV.

.1>> Oracle Approvals Management Not Enabled? What Does It Take To Enable It? Grant Transaction Type Access to Users AME restricts access to transaction types using Data Security. Set up user access as follows: 1. Reference <<Note 413300. and click Apply to assign the roles to the user.8. Specify justification and relevant dates for the newly assigned roles. Navigate to the Personal Home Page. Grant users access to the transaction types using the Grants page.

press on the Create Grant button . From the Grants page. Select Functional Administrator Responsibility 3.2.

4. Create a grant with the following information: · Name <specify a descriptive name> · Grantee Type = Specific User · Grantee = <The user which you just created> · Object = AME Transaction Types .

Click Next and select the Object Data Context · Data Context Type = All Rows 6. Review and Modify AME Setup AME is designed to provide approval logic for many transaction types. Click Next. Transaction types used for Purchase Requisitions include the following: Purchase Requisition Approval. This whitepaper . Internal Requisition Approval.5. Click Next to define the object parameters and Select Set · Set = AME Calling Applications 7. and Requester Change Order Approval. review the setups and then Finish the process.

or to use the test workbench in AME. Likewise. however. Conditions. Standard responsibility 2. Navigate to the Approvals Management Business Analyst. and Approver Groups) and rules. many of the concepts are applicable to the other two requisition transaction types as well. but the same AME concepts apply to core apps requisitions also. Use the links on the right in the Approval Process Setup region to set the components (Attributes. . Choose the Business Analyst Dashboard menu from the responsibility (see image above) 3. Action Types. Use the Transaction Type LOV to search and select the transaction type = Payables invoice Approval 4.focuses on Purchase Requisition Approval. some examples and comments in this paper are written in iProcurement context. 1.

4. Select the Use Existing Action Type button to see other pre-defined action types available in AME.14) that requisition approval with Oracle Approvals Management (AME) in R12 allows use of Position Hierarchy based Approvals. Every action belongs to an action type.for a list of action types allowed for requisition transactions in AME.provides a link to the Procurement Family RCD which clarifies (Section 3. AME may give an error when attempting to enable an action type for a transaction if the transaction is not designed to allow that action type.Action Types 1. The Action Types page shows the action types that are currently enabled for the transaction type (Purchase Requisition Approval). In addition. AME will give an error if the user tries to add a nonrelevant action type for the selected transaction type. Use the Previous and Next links to scroll through the list of enabled action types. Some of these may or may not be applicable to the currently select transaction type.2. An action type is a collection of actions having similar functionality. Parallel Approvals. To disable or enable action types for the transaction.1>> Release Content Documents for EBusiness Suite R12 .10 FAQ for Approvals Management (AME) Integration For iProcurement and Purchasing . Action types are enabled or disabled for a particular transaction type. <<Note 404152. 2. . and Support for FYI Notifications. select the Action Types link 3.5.1>> 11. Reference <<Note 293315.

manager then final approver / chain of authority includes requestor's manager and then the final approver 4. In AME. assign a Level (Approval Authority) to a Job. select any or all of the following Action Types for JOB BASED approvals if applicable for your business requirements: 1. final approver only / chains of authority containing only the final job-level approver 3.4. Query up the Job and enter the appropriate Job Level in the Approval Authority field. relative job level / chains of authority based on relative job level . absolute job level / chains of authority based on absolute job level 2. Navigate to HR responsibility -> Work Structures -> Job -> Description .

select any or all of the following Action types for APPROVER GROUP approvals if applicable for your business requirements: 1. When AME approvals is enabled for purchase requisitions. hr position level / chains of authority based on HR positions 2. In AME. Select the Attributes link to view or add attributes for the selected transaction type 3. Attribute values are retrieved from the Oracle EBusiness Suite Applications database or derived from values in the database. pre-chain-of-authority approvals / group approvals before the chain of authority 3. 2. supervisory level / chains of authority based on number of supervisory levels 6. Use the Previous and Next links to scroll through the existing attributes. hr position / chains of authority based on a particular HR position 2.5. select any of all of the following Action types for POSITION BASED approvals (Only in R12 and higher) if applicable for your business requirements 1. Attributes are the base element for an AME Rule. AME is seeded with attributes relevant to the transaction type. Some of the attributes relevant to Purchase Requisition Approval include ITEM_CATEGORY. and the user can create new attributes in AME for use in AME rules. ITEM_NUMBER. and REQUISITION_TOTAL as well as other attributes. these values are retrieved for . In AME. Attributes 1. post-chain-of-authority approvals / group approvals after the chain of authority 2. approval-group chain of authority / chain of authority includes an approval group 7.

. this customized AME attribute captures only SEGMENT1 of the flexfield.segment1 rather than mck. This attribute uses a query to capture SEGMENT1 of the Item Category flexfield. and AME uses this information to determine the appropriate AME rule(s) to use. 4. except it selects mck. The Item Category flexfield may be setup to use one or more segments. DAVE_CATEGORY_SEGMENT is an example of this.the relevant requisition while navigating through iProcurement checkout or core apps requisition create.concatenated_segments. This allows the users to setup conditions and rules that are dependent on a certain value in SEGMENT1 of the ITEM Category used on the requisition. In addition to the seeded attributes. NOTE: The new attribute DAVE_CATEGORY_SEGMENT1 uses the same sql query as the seeded ITEM_CATEGORY AME attribute. a customized attribute can be created.

Since REQUISITION_TOTAL is a seeded attribute. AME rules refer to these conditions to determine if a particular rule is applicable for the specific document (requisition) being approved. Conditions 1. Conditions identify values and value ranges for some or all of the attributes available. . and then use this condition in a rule to require certain approvers for the requisition. The rule cannot refer to this condition until it is defined in AME Conditions for the Purchase Requisition Approval transaction type.3. an AME rule can be setup to require certain approvers if $0 USD <= requisition total < $1000 USD. For example. the user can define a condition $0 USD <= requisition total < $1000 USD.

Click the Create button to create a new condition 4. . or an exception condition (which can only be used in an exception rule – see the online Help for details). To define the new condition. and also allow the user to create new conditions for the transaction. 3. Select the Conditions link from the AME Business Analyst Dashboard after specifying the Purchase Requisition Approval transaction type. Selecting the Conditions link will display the existing conditions defined for the transaction type. so the attribute must be selected before the value(s) can be defined. The condition will specify a value or range of values for the attribute. specify whether the condition is ordinary. Use the Attribute LOV to choose the attribute on which the condition is based.2.

and Approver Group basis. Click Apply to complete the condition definition. the rules may also use a combination of Job. Position. or to specify a dynamic sql query for additional approvers. . (See the Rules details later in this paper for more information about the rules) Select the Approver Groups link from the AME Business Analyst Dashboard. Jobs defined in HR setup. Setup Approver Groups if additional approvers are required for particular conditions.5. The rules defined for the transaction can be based on Approver Groups. or Positions defined in HR setup (only in R12). Approver Groups Approver Groups are optional. Define the allowed value or value range for the selected attribute.

5. Rules Define rules to specify approvers that should be included in the approval list under specific conditions for the requisition approval transaction. or choose Dynamic if a sql query is used to dynamically find the approvers for this approver group when the requisition approval transaction is being processed. Give a name and description to the approval group.View and edit existing approver groups.5.10 and 11.9. Click Apply to save the approver group The approval group members can be added as additional approvers to the normal chain of command approvers generated by AME. When creating the approval group specify all the mandatory values. R12 does allow other voting regimes that use parallel routing. Choose Static if approvers will be selected when defining the approval group. . Specify an order number (order number of this approver group relative to other approver groups). Click the Add Another Row button to add approvers to the approval group now. Choose a voting regime – only Serial is supported for Purchase Requisition Approval in 11. or Click the Create button to create a new approver group.

Step 1 of 4: Specify a name for the new rule and choose the rule type and effective dates. (Optionally. if there already exists a similar rule choose the Duplicate icon or the Use Existing Rule button).Select the Rules link from the AME Dashboard after selecting the transaction type – Purchase Requisition Approval Review the list of existing rules already defined for the transaction Select the Create button to create a new rule for the transaction. .

The most common types are List Creation. or Approver Groups. (NOTE: Some rule types may not be available if the corresponding action types have not been assigned to the transaction – Purchase Requisition Approval. Positions (in R12). Use the Action Types feature to add or remove action types for the transaction) Step 2 of 4: Specify one or more conditions that activate the rule. The actions are related to Jobs. The Conditions are defined in the AME Setup.Rule types are explained in the AME online help pages along with examples. and they may be seeded conditions or user defined conditions. Step 3 of 4: Choose the Action Type and then choose a specific action. The list of actions available is dependent on the Action Type selected. Pre List Approver Group and Post List Approver Group. (Action Types are discussed previously in this whitepaper) .

Test Workbench 6. or click Back to make changes. Select the Test Workbench link from the AME Dashboard 1. or to determine which AME Rule(s) apply for an adhoc combination of values specified at the time of the test.Step 4 of 4: Review the rule details and click Finish to complete the rule setup. Specific Requisition test . Use the Test Workbench to determine which AME Rule(s) apply to a specific requisition.

and specify values for pertinent attributes (e. Requisition Total = $100 USD) .1. Specify the value of REQUISITION_HEADER_ID from PO_REQUISITION_HEADERS_ALL as the Transaction Id value. 2. Adhoc test 1.g. Click the Run Real Transaction Test button. 3. Specify Name and Description for the test. Click Go to see the AME rules that apply to the requisition. Click the Create button on the Test Workbench page 2. 2. Adjust the rules setup to cause rules to be called differently based on the business requirements.

Select Purchase Requisition (or Internal Requisition) as the document type 4. Click the Run Test Case button to see the applicable AME rules. Navigate to Purchasing responsibility 2. Setup / Purchasing / Document Types 3. and the resulting AME approval list that will be built based on the conditions specified for the attributes. Enable AME for Requisition Approval 1.3. Specify Approval Transaction Type = PURCHASE_REQ to enable AME approvals for Purchase Requisitions in the current operating unit .

. Select the appropriate transaction type (Example: Purchase Requisition Approval) and click Go. View the AME Setup 1.Test the Functionality 1. Click the Setup Report link in the Quick Links section of the Dashboard 2. Create a requisition in Core Apps Purchasing or iProcurement and verify that the Approval List is built per the AME rules based on the conditions present on the requisition attributes.

Rules. Conditions. NOTE: This document is not considered formal documentation of the product.) 4. but is a useful tool for applying the functionality described. Approval Groups. and etc. Click the Printable Page button to view the complete setup for the selected transaction type (Attributes. or compare the AME setup to the business requirements.3. . Compare the AME setup to the requisition attributes and approval list generated for a specific requisition.

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